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DSC Academic Advising: Course Selection/Registration

Course Selection

 

Academic Advisors can use three different methods for selecting classes: Print Roll/Course Search, the Class Schedule, and DegreeWorks.  Students only have access to the Class Schedule and DegreeWorks.  The steps for selecting classes via these three resources follow:

 

Using Print Roll / Course Search from the Faculty & Advisors Menu

 

1.      Determine potential classes using student’s program of study

2.      Select Print Roll / Course Search {DSC}from Faculty and Advisor Menu

3.      Enter up to 10 class options in the search fields (Note: If you are considering a class with a lab, you may want to search for that class by itself first. It is easier to work other classes around a lab, than working a lab class into a full schedule.)

 

4.      Click on Open Sections or All Sections  

a.       Open Sections shows only courses with open seats. However, this may be misleading when students are on the waiting list for a course. While there may appear to be open seats, the system will not allow the advisor to register a student for an open seat if that seat is reserved for a wait listed student.

b.      All Sections shows both open and closed classes. This option is useful if a student wants to go on the Waiting List of a closed class for a preferred time or instructor.

5.      Select courses that work with the student’s schedule

6.      Write down the Course Title (Ex. ENGL 1101) and the CRN (Ex. 81053) for each class.

Note: Many advisors like to use the Advising Schedule Template below to avoid time conflicts with classes.

 

Using the Class Schedule from the Faculty & Advisors Menu

 

1.      Determine potential classes using student’s program of study

2.      Select Class Schedule from Faculty and Advisor Menu

3.      Select appropriate term, then submit.

4.      Select Part of Term, then submit. Note: DSC and eCore offers Full Term, First Half Term, and Second Half Term classes. When in doubt, select All Terms.

5.      Enter the appropriate parameters for your search, then click on submit button.

Note: Courses can be searched using one or more of the following parameters:  Campus, Course Subject/Code, Time of Day, Instructor, and/or Day of Week.

6.      A list of available of classes will appear that meets the parameters you set. If no results are found, adjust your parameters.

7.      Select courses that work with the student’s schedule

8.      Write down the Course Title (Ex. ENGL 1101) and the CRN (Ex. 81053) for each class selected.

Note: Many academic advisors like to use the Advising Schedule Template below to avoid time conflicts with classes.

 

 

Using DegreeWorks from the Student's Worksheet

 

1.      Log into the RoadRunner Portal

2.      Select DSC DegreeWorks from the Faculty & Advisors Menu

3.      Click on the Button to Continue to DegreeWorks

4.      Enter the appropriate term

5.      Enter Student Id Number or the Student's Last Name and First Name

a.       Verify that you have the appropriate student record pulled up

6.      Click on the Worksheet Tab, select the worksheet View desired

a.       Student View – shows classes taken and classes needed for graduation

b.      Registration Checklist – shows only the classes still needed for graduation

7.      From the Worksheet, select potential courses for the student's schedule

8.      Click on each course for a description of the course, the prerequisites, and the course sections available for the upcoming term.  Section numbers may be used to identify the location of the class and special characteristics:

Section numbers beginning with a 5 and no alpha characters are held at the Gilmer Center in Ellijay, GA

Section Numbers beginning with an 8 and no alpha characters are Off-Campus (typically Study Abroad)

Section numbers ending with letters H and O indicate hybrid and online classes. 

Section numbers ending with a G are eCore classes

Section numbers ending with an E are eMajor classes

9.      Select courses that work for the student’s schedule

10.  Write down the Course Title (Ex. ENGL 1101) and the CRN (Ex. 81053) for each class.

Note: Many academic advisors like to use the Advising Schedule Template below to avoid time conflicts with classes.

Waiting List

Waiting List Procedure

Most classes have a specific number of seats assigned to a Waiting List for the class. If there are seats available on the Waiting List, an advisor or student can select the Waiting List option during the registration process, or by submitting a Schedule Adjustment Form to the Office of Enrollment Services.

Once the waitlist has been established, a spot will be reserved for each student on the waiting list.  As spots open up, students will be manually moved from the Waiting List to the class roll by the date of entry to the Wait List.  Once moved to the class roll, the student should be notified by the Registrar's Office of the change in status via DSC e-mail. At that point, the student would be responsible for the tuition and fees of the new class.

 

Waiting List Issues

  • If a waiting list exists for a class, the instructor may not sign off on a student override into the class. 
  • If the student gets into a wait listed class and it conflicts with another class on his/her schedule, the conflicting class may be dropped from the schedule to accommodate the previously wait listed class.
  • If a student request to be placed on more than one waiting list for the same course, he/she will be placed into the first available opening and removed from the other waiting lists.
  • Since the waitlisted class does not count into the credit hours for enrollment, the student's financial aid could be initially evaluated at part-time status.

Advisor Registration

  1. Log into the RoadRunner Portal
  2. Click on Advising Menu under the Faculty/Staff
  3. Click on Term Selection - Choose appropriate term from drop down menu and click on Submit button
  4. Click on Student ID Selection – select the appropriate student by using the search queries by Student ID or Student Name.
  5. Verify that you have the correct student's record pulled up by asking the student information like birth date or address.  (Some students have the same exact name, so verification is important)
  6. Click on Permit a Student to Register
  7. Select appropriate term and click continue
  8. Click on Back arrow twice
  9. Select Add or Drop Classes
  10. Enter a set of CRNs in each box then click on submit.
  11. You may receive an error message if there is a time conflict or if a pre-requisite has not been met.  You may also receive a message that states that the class is closed, but allows you to take another step to add the student to the waiting list for the class. 
  12. Repeat the steps above until the schedule is complete. 
  13. Return to the Advising Menu, then select Tranguide.  Click on the appropriate term schedule to see a printable version.   Review the schedule with the student to insure that you have the appropriate classes, campus, and days/times. 
  14. If the advisor does not want the student to have access to change his/her schedule, the advisor should remove the Permit to Register.
  15. Return to the Advising Menu and select Remove Permit to Register.
  16. Select the appropriate term and click on continue

 

Note: By registering the student for the term, the advisor takes responsibility for the classes selected.  For this reason, the advisor should document the student's major used to select classes and the courses selected.  If the student is taking courses outside of the program, has special permission to bypass pre-requisites, or anything unusual occurs during the registration, the advisor should document this information as well.  If the advisor uses DegreeWorks to document the registration activity, the student will have access to these notes.  For this reason, the advisor should be diplomatic with the notes.

Student Self-Registration

The advisor must place a permit on the student's account for the appropriate term(s) before the student can self-register.  By completing this action, the advisor shares the responsibility of the courses selected for the term.  For this reason, the advisor should document the courses recommended in DegreeWorks or other note-taking system.  If the student is taking courses outside of the program, has special permission to bypass pre-requisites, or anything unusual occurs during the visit, the advisor should document this information as well.

 

Student Steps for Self-Registration

  1. Log into the RoadRunner Portal
  2. Click on the Student and Financial Aid menu under Banner
  3. Click on Registration
  4. Click on Term Selection - Choose appropriate term from drop down menu and click on Submit button
  5. Select Add or Drop Classes
  6. Enter a set of CRNs in each box then click on submit
  7. When schedule is complete, return to the Registration Menu to select Student Schedule
  8. Review your schedule to insure that you have the right classes on the appropriate days/times, and the correct campus

 

Registration Via Enrollment Services

In some cases, students will have to be registered through Enrollment Services.  Typically, this process is required when the Web Banner system is down or the student has permission to override a pre-requisite.  This procedure will require a Schedule Adjustment Form completed with the course information listed under the add section.  This type of registration is also required when a student returns on an appeal to an Academic Suspension.

In addition, the advisor should include a note as to why the form is being used. Also, the advisor must legibly sign the form. 

Lastly, the student will sign and submit the form to Enrollment Services in Wescott 107.  It is recommended that the student ask for a signed copy of the form after Enrollment Services personnel has signed off on the receipt of the form. 

Schedule Adjustment Process (Adding and Dropping)

Advisor Directions:

  1. Log into the RoadRunner Portal
  2. Click on Advising Menu under the Faculty/Staff
  3. Click on Term Selection - Choose appropriate term from drop down menu and click on Submit button
  4. Click on Student ID Selection – select the appropriate student by using the search queries by Student ID or Student Name.
  5. Verify that you have the correct student's record pulled up by asking the student information like birth date or address.  (Some students have the same exact name, so verification is important)
  6. Click on Permit a Student to Register  (If you removed the permit after the registration session)
  7. Select appropriate term and click continue
  8. Click on Back arrow twice
  9. Select Add or Drop Classes
  10. The student's schedule should appear
  11. Find the course to be dropped, then select Web Drop on the drop down menu under Action. 
  12. To add another class, enter the CRN(s) for the new class in the boxes and click on the submit button.

 

Student Directions:

  1. Log into the RoadRunner Portal
  2. Click on the 'Student and Financial Aid' menu under Banner
  3. Click on 'Registration'
  4. Click on Term Selection - Choose appropriate term from drop down menu and click on Submit button
  5. Select Add or Drop Classes
  6. Click on Term Selection - Choose appropriate term from drop down menu and click on Submit button
  7. The student's schedule should appear
  8. Find the course to be dropped, then select Web Drop on the drop down menu under Action.  Click on the 'Submit' button.
  9. To add another class, the student will simply input the CRN for the new class in the boxes and click on the submit button.

Note: Neither the student nor the advisor can drop the student's only class.  Since this would be a complete withdrawal, the course must be dropped using a Schedule Adjustment Form through the Dean of Students's Office in the Pope Student Center Room 230. .

Common Registration Holds

Admissions - must have hold cleared by Enrollment Services

Business Office (A/R) - must clear account and have the Business Office remove holds

Conduct Hold - must complete the requirements to have the hold cleared by the Office of Student Life

Financial Aid - Exit Loan Counseling - must see Financial Aid to resolve this hold

Final Transcript - must submit official transcripts containing grades of last term enrolled

Immunization - must submit an up-to-date immunization record or sign a Religious Exemption Waiver

Library Fine - must pay library fine

Library Overdue Book - must return the book and pay associated fine

Orientation - must sign up/pay for an orientation session before the hold will be moved

Sr Citizen - must register on first day of classes if using the tuition/fee waiver

Traffic Ticket - must resolve issue with Public Safety or pay traffic ticket in the Business Office